Introduction: Facility management is the management of assets like building, estates which encompasses both physical product and

services. The services can be divided into two hard and soft services. Hard services include thing like take care of air conditioning. Soft services include such as security, custodial, janitorial, landscaping, catering, mailroom, reception, photocopying pest control and monitoring the performance of service providers. Facility management is also known as property management, but mostly applied only to commercial properties where the management and operation is more complex. Some or all of these aspects are maintained by computer system. Definition Definition provided by the International Facility Management Association IFMA is "A profession that encompasses multiple disciplines to ensure functionality of the built environment by integrating people, place, processes and technology." Another definition provided by IFMA is: "The practice or coordinating the physical workplace with the people and work of the organization; integrates the principles of business administration, architecture, and the behavioral and engineering sciences." (IFMA, 2008) The British Institute of Facilities Management defined the facility management as Integration of processes within an organization to maintain and develop the agreed services which support and improve the effectiveness of its primary activities. (BIFM, 2008) Role of facility management: The role of facilities management is vast and is measured as quite important application and management process in todays fastest growing hospitality, it make sure that everything is available and working properly for building residents to do their work. It may range from the small scale to the large scale operation or even to international scale. it is not only restricted to just asset care and maintaining, managing the design of the hotels also counted good facilities provided to the employees that ultimately be giving good service to guest that will return in term profit. Now organizations provide the under contract facility management services like for a specific period, including repairing, inventories etc, main concern behind this is good service without any loss maintaining your asset for a longer time.

Employees are also essential part of facility management department, employees only aware the management what problem guest face and what all required to solve them and maintain service quality. (Ransly ET. Al, 2000 p 185) How facility management works in hotels: In hotels facility management have many sub department like asset management, horticulture department, maintenance, information technology etc. The operational aspects of design in asset management left to the judgment of architect or plan team. In principle this should present no problems to a capable team, but practically it is very difficult to understand the gloominess of an organisation and details of its operational schemes. The design and construction of a building typically require specialities and inputs. This is even in rather limited developments, like versions of an existing building to hotel or restaurant. (Ranslay, J 2000 pg 185) and hotel is a combined as food and room department, rooms earn most of profit for the hotels and properly facilitate rooms would serve as a long-term source of profits and attraction to the guest and facility provided to guests rooms comes under House keeping department and also amenities placement and periodic maintenance are taken care by this department with the help of appropriate planning of facilities management. And all these service provided to rooms after every guest leaves and proper all the amenities. Hotel industrys major concerns are rooms and keeping them in good condition which helps to reduce losses and earn profit. Strategies planned for rooms with the housekeeping personals help to maintain hotels assets as these were before. Risks involved in rooms maintenance are also intended by the facilities department of hotel risk like, fire, power cut etc. (management-hub, 2008) Facilities management is much varied field which is concern with all the facilities that decorate and over all make up of the hotel. And gives a complete experience to the guest staying at the hotel and employees working in it. but the main problem faced by the facilities management department is the assets and the location because locality plays a important role in the attraction of guest which target to get certain facilities, asset management is one of the parts of facilities management where the locality plays a major role which involves maintains and environmental concerns of the hotel. Maintenance department takes care of the ware and tears of the hotel property and assets of hotel which is also called as asset management. But asset management differ from facility management it is only a sub section of facility management and takes care of assets only like the building, furniture etc, but it is very important part of facilities management, as far cost cutting initiative concern because facilities management also head the

department like, waste management, recycling, energy conservation, maintenance etc. The operational aspects of design are frequently left to the discretion of architect or design team. In principle this should present no problems to a competent team, but in practice it is very difficult to understand the nuances of an organisation and details of its operational strategies. The design and construction of a building usually require input from may different specialists. This is so even in quite limited developments, such as the adaptations of an existing building to house a small hotel or restaurant. (Ranslay, J 2001 pg 185) How facilities management is helping the hospitality industry: First important component need as a facility to any hospitality organization is accessibility, it is not possible for every hotel to situate near to airport or railway station so there is needed to provide pick up and drop to guest if location is far from public transportation. And front office department are also fulfill with the facility like Fidelio and opera system, which helps managing the hotels rooms by keeping a count of the occupied, vacant, out of order or VIPs in house and also automatically managing the guests account and profile. In food and beverage department also facilitated like micros to manage the bills automatically and calculate also. which helps the cashier in the restaurant to manage every guests bills according to their room numbers, it shows the VIPs in house and the amount of sales of food and beverages in all other outlets of the hotel. Some other facility also include like mini bar in the room, spa facility, transport, and also facility provided to the employees also indirectly delivered to guest only by enhancing the performance of employees. But most important aspect in facility management is assets of the hotels, and here in India many a time this creates the problem for the management, because hotels in India are transferred from palace to hotel so implementing the facility programmer is quite hard, and because of this most of hotels do not provide accommodation to its staff, which is a threat to employee facilities. And few facilities like elevator system are not proper in India as compare to abroad, and many hotels not even provide service elevator, so some time it late the service for guest also.

Cost Associated with Hospitality Operating leverage (proportion of fixed costs/total cost) is approximately 70% for the hotel industry. Consequently while break-even levels are high, income above that level flows straight through to the bottom-line. The high cost for constructing a hotel stems from the fact that land cost comprises 45-50% of the total project cost; about 25-30% goes into construction and the remainder into furniture and fittings. The floor space index (FSI) provided to hotels is the same as residential properties, which is also one of the prime reasons for the high cost of land. The cost for a 300-room hotel in Delhi works out to Rs. 20 mn / room. Administrative and other overhead cost comprise approximately 30% of the total operating cost and is the single largest cost component. Food and beverage (15%), Employee (19%) Repairs and maintenance (16%), Power and fuel (12%) and selling expenses (8%) are the other components of operating cost. Cost Structure Component Administrative overheads Employee Repairs and maintenance Food and beverage Power Selling expenses y Source:www.indiainfoline.com/hotels/cost % of total cost 30 19 16 15 12 8

The hotel industry in India is heavily staffed. This can be gauged from the facts that while Indian hotel companies have a staff to room ratio of 3:1, this ratio is 1:1 for international hotel companies. Land is the single largest cost item in the construction of a hotel in India. Moreover it is very difficult to find vacant land in cities such as Mumbai and Delhi. Companies operating in these two cities are therefore relatively protected.

Construction costs are also very steep. It is estimated that construction cost of land is approximately Rs5mn per room for a 5-star hotel and Rs3mn per room for a 4-star hotel. Gestation period for hotel can range between 48-50 mths for a 250 room 5-star hotel. Existing players in the industry have a major advantage in being ahead of others in acquiring low cost leases from governmental bodies. Most of these leases are of a long term nature valid for 99 years. Hotel majors IHCL and EIH have long-term leases on their prime properties. AHL owns the land on which the Hyatt has been constructed. Moreover, the existing players have a definite edge as they enjoy a strong brand equity. Chain hotels such as Taj and the Oberoi are better equipped to cater to the tourists travelling in the tourist circuit.

Maintenance Management When attempting to establish a system for maintenance Management, you need some understanding of the basic types of maintenance that may be required, the methods best suited to handing these needs, the budgeting and control of maintenance expenditures, the role of the maintenance department in capital projects and renovations, and the types of personnel management decisions that can affect the productivity of the maintenance function.

Types of Maintenance
Routine Maintenance
It pertains to the general upkeep of the property, recurs on a regular basis, and requires relatively minimal skill or training to perform, such grass cutting, snow shoveling and housekeeping activities as carpet and floor cleaning.

Preventive Maintenance
It concerns common ingredients like inspections, lubrication, minor repairs of adjustments, and work order initiation. Preventive maintenance on equipment is generally performed using manufacturers information concerning maintenance needs as a guideline, together with a healthy mix of good mechanical knowledge and common sense.

Scheduled Maintenance
It requires a rather significant amount of time to perform, specialized tools and equipment, and high levels of coordination between departments. Scheduled maintenance includes preparing equipment for changes in the seasons (such as draining cooling preparing equipment for changes in the season such as draining cooling towers or winterizing pools, and other activities that are periodically required to keep equipment operating at an efficient level such as descaling boilers and water heaters. Scheduled maintenance may require that major pieces of equipment be removed from service for several hours or longer. In addition, the needed repair may be rather costly and may be performed by contract service personnel. If the item to be replaced happens to a large scale of work, the time and scheduling issues may be critically important.

Emergency and Breaking Maintenance

The emergency or breakdown forms of maintenance are those which either have an immediate revenue effect (the room is out of service and cannot be rented until the problem is solved) or are likely to have a revenue effect if allowed to continued(the poorly operating food service refrigeration system will not properly chill food). These forms of maintenance are particularly costly for the operation because:  They are usually solved only with the application of premium pay (overnight labour cost).  They often bypass the traditional parts or supplies purchasing system, leading to premium parts cost.  They often have other costs associated with their solution (e.g. a leaking pipe may also damage walls and ceilings).

Contract Maintenance
The maintenance effort is a mix of in-house and contract activities such as elevator maintenance, window cleaning, kitchen duct cleaning, yard work herbicide and pesticide application, water treatment, and HVAC control calibration. Contract Maintenance activities are undertaken for a variety of reasons as follows:  A desire to minimize the commitment of staff on the payroll to handle these needs.

 Recognition that special tools or licenses are required to perform the required work effectively.  A need to deal with emergencies  Recognition that the complexity of the task is beyond the skills of the existing maintenance staff.

Maintenance Management Systems

The goals of maintenance management systems are:  To handle the maintenance needs of the property effectively.  To record essential information concerning the equipment and systems at the property  To establish standards for the performance of the maintenance workers.  To provide the feedback necessary for management to assess the performance of the maintenance department and the status of work in this department.

Essential documents for maintenance management

 Work or repair order the most commonly used maintenance management form which is used to initiate requests for maintenance services. It is initiated by the operative departments such as Rooms, F&B, and Fitness Club, to provide basic information for the needed repair, the name of the staff assigned to the task, and the response from the repair staff when the task is completed. This response sometimes includes an estimate of time spent, material used and other information that might be used for recordkeeping.  Equipment data cards It is used for all major pieces of equipment to record facts and information of importance for maintenance purposes. When a piece of equipment is purchased, information from the equipment specifications, nameplates and other sources are completed, to provide the maintenance staff with a summary of key facts that will assist them in making repairs and in determining correct operation of the equipment.  Inventory Record The choice of what to put into maintenance inventory and how much of the item to stock affects the responsiveness of maintenance. The storage space needed for the maintenance supplies, and the overall investment in the inventory. Failure to do that resulted for difficulty in locating inventory, loss or excess inventory.

 Preventive Maintenance schedule elements of the building that are critical to guest satisfaction, overall property image and marketing, safety and security, and the performance of other departments duties are often included in PM program, see attached PM schedule for reference.  P.S - In order to the information necessary to perform equipment repairs, it is useful to maintain files of equipment specifications and manuals supplied by the manufacturer it contains PM recommendations as well as troubleshooting lists to help diagnose the problem Another useful item is a control schematic, which shows the relays, timers, fuses, switches, and basic wiring of controls within equipment).

Plans and Specification for the Building

When maintenance staff must deal with renovations, the building itself, and equipment installed as part of the building, the plan and specification for the building are key. Structural plans allow the maintenance staff to determine locations of key building structural elements, a most important piece of information for certain proposed modifications. Mechanical plans identify flow patterns for air and water, control schemes, equipment and system interconnections, and basic operating parameters. Electrical plans provide information about circuit capacities, wire sizes, circuit connections and routing, and emergency power circuits. Plans for specialty services such as laundry, telephone, lighting and sound systems assist the maintenance staff or outside contractors in repairing or updating these systems.

Preparation for maintenance emergencies

Though a good maintenance management system help greatly reduce the need for emergency and breakdown maintenance, however it is impossible to eliminate this need entirely. The following could help make a difference during maintenance emergencies:  Keep a current listing of all phone numbers for maintenance staff  Train the appropriate night staff concerning procedures to be followed in the events of the more common emergencies such as knowing the location of keys water valves and the electrical shutoffs.

 Maintain some ongoing relationship with contract maintenance and cleaning firms, get to know their phone numbers for day and night. Adequate manpower and equipment during a maintenance emergency reduce the extent of damage that might follow.  Appropriate backup systems this could include using multiple pieces of equipment for key system components(e.g. two pumps on the buildings chilled or hot water circulation systems)

Budgeting for Property Operation and Maintenance and Energy Personnel Management in Maintenance
Key concerns in the management of maintenance department personnel include job qualifications, on-the-job supervision, and employee productivity. Management personnel need to have some level of mechanical and electrical skill, the smaller the property, the more the engineering manager will have a hands-on role. Line staff needs very broad skills at the small property level, where they perform a varied list of tasks. They need education in those areas and years of experience in these fields. Individuals need to be reliable and capable of working on their own, as they work all over the property with minimal direct supervision. For PM activities, work order processing, the number of work orders completed per day or week will serve as a measure for productivity. Measurement of maintenance productivity on the basis of number of employee per certain number of rooms should be misleading. The different facilities available, the area of the property, and the complexity of the building all contribute variable demands for maintenance. Productivity is further enhanced by providing the staff with proper tools and equipment. These will reduces the possibility of injuries, minimize the chance that equipment will be damaged when worked with improper tools. An adequate parts inventory will reduce equipment downtime and enable employees to fix equipment more quickly.